TRANMAN REL8 USER MANUAL V4.0 JAN 2016

Description: Title of work that needs to be carried out

Campaign Type: Whether the work required is Urgent or Non-Urgent

Fleet/Reg No’s: The Fleet/Reg numbers that the defect applies to.

Veh Class (From): The first vehicle class code that has the same defect

Veh Class (To): The last vehicle class code that the defect applies to

Date Originated: Date defect was raised.

Originator: Who sent the notification?

Repeat Instr: Whether the defect should be flagged everytime a job is raised for

that vehicle. If you only wish it to appear on a job card as an

outstanding defect until it has been Included on the Defect Tab, put

‘N’ in the box. If you say ‘Yes’ it will display a pop up message

reporting the defect when opening a Job until you go back to the

defect and Change the ‘’Y to an ‘N’.

Defect No: The defect number from the Recall or Drivers handbook.

Special Instruction: Extra Description that details the defect

Populate the fields as listed above and save the Record, This will now be given a unique
defect number and remain in the All Outstanding Defect Records.

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Defects/Recalls Alert

Next time a job is raised for one of these vehicles the following message is displayed

Once the job has been added use the defect tab in the lower half of the window to view all
outstanding defect(s) on that vehicle

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If you wish to include a defect on this job highlight the required defect and click the include
button

Once the defect has been included the Description and any notes from the Special
Instruction fields will be added to the job notes fields and printed on the job card. This will
also update the defect record for that vehicle with the job number to signify that the recall
has been completed and the record moves to the Completed Defects tab

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout E:

Scheduling

1 - Viewing Services Due/Overdue

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Viewing Services Due/Overdue

All schedule data is held on Tranman and set up by Central Fleet. Individual service records are
flagged as outstanding or completed using the following codes:

● Outstanding Services – status is blank or M
● Completed Services – status is C
Any service on the schedule file for a date prior to the current date is displayed on the overdue
summary.

The data is separated into 3 tabs for ease of use displaying Due, Overdue and Performed Services

Linked Summaries Display
Fleet Records, Last

Odometer Details, Overdue
& Completed Services

The Lower Pane Displays
the Service Pattern

Relevant to each Schedule
Record.

The records may be filtered, sorted, printed and exported using the standard commands.

Services Due may also be viewed in the Jobs Processing Module.
On adding a new job, the system will check the service due file for the fleet
number in question.
If there are outstanding services on the schedule file a message will be
displayed:

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From the job header input screen, navigate to the Services Due tab as indicated below:

To add a service to a job card, a labour line must be created for each individual service to allow a
document to be uploaded via the Web Portal (see Web Portal User Guide). Only after a document
is successfully uploaded will the job be able to be closed and correctly archive.

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout E:

Scheduling

2 - Initiating the Schedule Timetable

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All background procedures will have been completed by Central Fleet.
Your depot administrator will be required to add the Last Performed Dates to the
vehicle record, set the schedule to run and conduct a sense check on the complete
schedule once finalised.

Adding Last performed dates of Service for a vehicle

From the Navigation Bar select ‘Record’ on the left hand side of the Screen.
In the option list that appears click on ‘Scheduling’.

1. Navigation Bar 2. Main Record 3. Linked
Summary Summaries

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You will now see the screen below. Select the tab ‘Services Due’ and type in the fleet
number, then select the Overdue Services tab and check for any Overdue Services. If
there are any Overdue Services, then delete them as they will corrupt the data when
scheduling. This can be done by highlighting a line and Pressing the Delete button

Go to the ‘Services Completed Tab’ Type in the fleet number and click ‘Add new
Record’

This screen will display:

• Fleet Number - Enter the fleet
number (please ensure this is
correct - a drop down selection list
will appear once you start typing).

• Completion Date and Date Serv
Due - Enter the last performed date
(this date must be the same in both
fields).

• Workshop - Enter the Operator
code (i.e. the owner of the vehicle
e.g. 820 Armoury Road).

• Seq Count Cat - This is to be prefixed with ‘F’ In the case of all services except
S03 (B+) where the prefix must be ‘L’

• Service Type – Enter the service type or select from the drop down list.

Click Save and a blank screen will appear to add further last performed dates. Repeat
this process until all dates are added for all services for the vehicle and click then Save &

Exit

This will take you back to the Services Completed screen. The dates you have entered
with now display.

It is important that you check the data for accuracy before continuing with
the process as errors are difficult to rectify later on!

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WARNING! Enter all last performed dates for all vehicles with the same
Vehicle Class before you start to create the Schedule.

Failure to do this will result in conflicts and errors with the Services Due if
schedules are repeated for the same vehicle class and potentially leave your

vehicle fleet uncompliant!

Creating a Schedule

Click on ‘Tools’

Click on ‘Scheduling’ on the left hand
side of the screen

• Action: This is always ‘Create a Service
Schedule’

• Allow Past dates: N/A
• Workshop Start & Workshop End : Enter the

operator e.g. 820 Armoury Road in both fields
• Operator Start & Operator End: Enter the

same operator as in Workshop in both fields.
• Class Start & Class End: Enter the Vehicle

class in these fields. It must be the same in
each Field.
• Date to Schedule from: Enter today’s date.
• Date to Schedule to: 31/03/2021 ( a calendar
will appear when you click on the drop down)
• Remove Incomplete Only: Leave this ticked.

Once all the data is added Click on ‘’Go’

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A pop up box will appear
asking to confirm you wish
to create a schedule, click
Ok.
When the schedule has run a
pop up box will appear, at this
stage you can check the print
preview for any errors.

If you do not wish to view the
file, click ‘Cancel’.

Checking the data for the new Services
Return to ‘Records’ in the Navigator Bar and select ‘Scheduling’ on the left hand side of
the screen. Return to the ‘Services Due’ tab.
Enter the fleet number and the new Schedule will display, this needs to be checked to
ensure it corresponds to the last performed dates you have entered for the vehicle.
If nothing is displaying then the scheduling or the next performed dates are incorrect and
you will need check your data. On rectification of the error you will need to re–run the
schedule again.

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout F:

Documents & Images

1 - Adding Documents & Images to a Vehicle Record

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Linking an Image or Document to a Vehicle Record

Within the system, files can be uploaded to Vehicle Records.
Below is an example of how the Image system will show on the Vehicles screen.

• Current 2 of 6
o Tax
o Maintenance
o General

• History
o Tax
o Maintenance
o General

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Any file, provided it can be opened on the users system, can be stored in the Image
Viewer. The process is “Click and Drag” from the file location into the relevant folder within
Tranman

Select the vehicle that you wish to upload a file to. Open the file location through Windows
Explorer and “Drag” the file down into the relevant Images folder.

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Any files that are shown in these folders are stored in the database not in a file system.
The original can be deleted as the database will keep a copy.
All items uploaded to a Viewer area can be partially altered or deleted from within that
same area.

• Only the name of the file can be altered here, all other details will need amending
within the Image Management screen.

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout G:

Web Portal

1 - Upload Portal Help Card

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Uploading a Service Document to Tranman

NOTE: THE JOB WILL HAVE TO BE RAISED BEFORE THE UPLOAD CAN BE
COMPETED
Scan and save your document onto your PC
Log into the upload portal tranmanupload.veolia.co.uk using your TRANMAN
USERNAME and PASSWORD.

NB when logging in you must use GOOGLE CHROME and not INTERNET
EXPLORER and ensure your logon is entered in lowercase characters

Click on UPLOAD DOCUMENTS

You will see the following screen:

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Fleet Number: Enter Fleet Number
Document Type: Click on arrow (this will give you a drop down box)

Choose service type and job number you are uploading the document for

Document : Click on BROWSE button

You will now need to find your document and then click UPLOAD

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If document uploaded successfully the following screen will appear

Log into Tranman and access the Process Jobs summary from the RECORDS>JOBS
module
Enter job number and you will see the document at the bottom of the view in JOB
DOCUMENTS

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout G:

Web Portal

2 - eDST Portal Request Help Card

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Requesting an eDST for a Vehicle

Please Note: The process for DISPOSAL, BREAK FOR SPARES, SCRAPPED
ON SITE & SURPLUS has changed. A requester can no longer choose one of
these options; they must choose SURPLUS TO REQ. This will then be forwarded
to your Area Engineer who will continue the process.
Log into system tranmanupload.veolia.co.uk using your TRANMAN
USERNAME and PASSWORD.

NB when logging in you must use GOOGLE CHROME and not INTERNET
EXPLORER and ensure your logon is entered in lowercase characters

Click on New eDST

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Enter vehicle fleet/registration number; this will populate the fields from Tranman.
GENERAL CONDITION is a mandatory field
Choose the ACTION REQUIRED from the drop down box
Click on SAVE
If a TRANSFER is chosen the NEW DEPOT box will appear

Once your NEW DEPOT is chosen click on SAVE
This will then send an email to the TRANSPORT MANAGER of the NEW DEPOT who will

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authorise the TRANSFER

Once saved the following screen will be seen showing the eDST has been successfully
saved

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eDST - Definition of Status Codes

SURPLUS TO REQ Vehicle is no longer required. If this status is chosen the eDST
will then forward to your AEM who will decide the best route
for the vehicle i.e DISPOSAL. BREAK FOR SPARES, SCRAP,

TRANSFER Vehicles that are to be transferred from one site to another

VOR VEHICLE IS OFF ROAD awaitiing repairs - eDST MUST be raised
for FRONTLINE once vehicle is to go back on the road

RETURNED TO Vehicle has been RETURNED TO COUNCIL
COUNCIL Vehicle has been RETURNED TO LEASE CO

RETURNED TO LEASE
CO

FRONTLINE Vehicle is working FRONTLINE in the business

SITE USE ONLY Vehicle is only to be used ON SITE ONLY as does not need to be
taxed

SPARE / LOW USE Vehicle is SPARE/LOW USE but depot want to keep it

STOLEN Vehicle has been STOLEN and Insurance company have been
notified

DE-HIRE Vehicle has been RETURNED TO HIRER
WRITE OFF Vehicle has been written off due to accident, once inurance has
been sorted, vehicle will then be disposed of by raising an eDST

Author: Bonnie Coton Date: Page 1
Owner: Wendy Smith Reference: FLT.2.FS.FF.SD1

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the
Tranman Rel8 Helpdesk at Central Fleet at:

[email protected]

or please call us on:
0203 567 2359 or 0203 567 2344

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Tranman Release 8
User Handout H:

Agora Service Orders

1 - Creating a Shopping Cart

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Creation of a Service Shopping Cart

Click on the « Procurement » tab…

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This takes you to the sub-menu « SRM Procurement – Expert » by default.
To create a shopping cart click on “Create expert shopping cart”

The shopping cart creation window appears.

The above screen shot is made up of 3 parts:

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Part 1: shopping cart information

o Shopping cart number: automatically assigned by the system ;
cannot be changed

o Name of the shopping cart: automatically assigned by the system ;
can be changed

o Status: while creating the shopping cart the status is “In Process”
o Date / time of creation
o Name of the shopping cart creator
o Buttons (at top of window)

• Order: sends the shopping cart for approval (+ completion if
needed)
when no error is detected.

• Close: close the window, any not saved ongoing input is lost
• Print preview: preview print mode (default SAP function, not

AGORA use)
• Save: saves the shopping cart in a draft mode ; the shopping cart

is not send for approval
• Check: controls the quality of the shopping cart

Part 2: General Data

o Buy on behalf of
o Set values: set default values for items
o Approval process: overview of the approval route and current status
o Document changes: history of changes applied to the shopping cart

Part 3: Item overview

o Displays the items of the shopping cart

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Set the default values by clicking on and the below window will appear

Note: icons (situated on

A list of values to be selected can be displayed by clicking the
the right after the fields).

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Important point:

In the “Account assignment” tab this value can be assigned either:

1. using the icon or

2. clicking and entering the number directly into the field “Assign number”

A default delivery address is assigned by the system; this address has to be input
manually by the user.

When the required data is completed, press to validate all default settings for
your shopping cart. icon and choose “Limit Item”

To start creating your line items click on the

When the above window appears… 6 of 10

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Value Limit (upper limit)
□ represents the maximum amount that can be receipted / confirmed
□ this is an internal value (not communicated to the vendor on the PO)
□ this is the value that is approved by your manager

Expected Value (lower limit)
□ represents the minimum and expected cost
□ displayed on the PO so this value is communicated to the vendor

Enter the information as required (for non catalogue items the price can be omitted)

Click to add the line item

The details of an item are displayed either by selecting the line item and clicking
the icon or by clicking in the description within the line item:

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Below the “Item Overview” section, scroll through the tabs to the view the line item detail.

To enter the vendor click on the tab and enter the vendor
into the field and assign the supplier to the item.

Check the details of the shopping cart by clicking

NOTE:

- Yellow messages like the message above are for information purposes.

- Red messages appear if there are any errors.

If only yellow messages are displayed, the shopping cart has no blocking error
messages so can be ordered.

If there are no messages at all, a window pops up indicating that the shopping cart
has no errors and can be ordered.

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Order the shopping cart by clicking

Close the window
The shopping cart has now been created so the last step is to complete the shopping
cart (please see the “Completion of a Shopping Cart” section in the ‘Create catalogue
shopping cart’ or ‘Create non-catalogue shopping cart’ user guides for this)

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the VE
Tech Service Desk quoting “Agora Service PO Query” at:

[email protected]

or please call the Service Desk on:
08707 331331

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Tranman Release 8
User Handout H:

Agora Service Orders

2 - Receipting a Service Purchase Order

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Receipting a Service Purchase Order

To identify the type of order that has been raised, you will need to view the purchase order
in ECC, in transaction code ME23N – Display Purchase Order.

Identifying a Service Order

When the PO is displayed, you will see below in item overview section a ‘D’ shown in
Item Category column. This will indicate the order has been raised as a service order.

Alternatively under the bottom section called ‘Item’ you will have a tab entitled ‘Limits’ if
the order in question has been raised as a service order.

If you cannot view either of the above options, then the purchase order has been
raised as a catalogue or non catalogue order.

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How to receipt a service order

Please enter transaction code ML81N – Service Entry Sheet into ECC

Click on Other Purchase Order, enter your purchase order number into the box shown
below and press enter.

To create receipt, click on 3 of 8

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Please enter a short description of the good/ services you are receipting in the boxes
shown in red below.

In the box entitled ‘Reference’ below, please state the month that the work was carried
out for that you are receipting.

For example, if you are receipting consultancy fees for a 3 month period, for
your first receipt in January, in the reference box you would input January.
Then when receipting your second line for February’s fees, your reference
would be February. This will ensure that Purchase Ledger know which invoice
to allocate alongside each receipt.

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As we are receipting a service order, (receipting value not quantity) please enter 1 in the
quantity field and AU in the unit field.

Please enter the value you wish to receipt off the purchase order in ‘Gross Price’.

Now press ENTER and the Cost Centre details will be populated. The green flag icon will
also appear , click on this.
The receipt will change from ‘No Acceptance’ to ‘Will be accepted’.

Please click SAVE
A new window will open as shown below, please click YES

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Your receipt should now be successfully posted, the status will change to
‘Accepted’.

Your receipt number will be shown at the bottom of the screen.

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Further Help Needed?

If you need any further help or have a query with this User Guide, please contact the VE
Tech Service Desk quoting “Agora Service PO Query” at:

[email protected]

or please call the Service Desk on:
08707 331331

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